California Department of Health Care Services Newborn Hearing Screening Program HCC Semi Annual...
Transcript of California Department of Health Care Services Newborn Hearing Screening Program HCC Semi Annual...
California Department of Health Care ServicesNewborn Hearing Screening Program
HCC Semi Annual Meeting
June 14, 2010
Sacramento, CA&
June 15, 2010Walnut Creek, CA
Bay Area/Northern California
Hearing Coordination Center
Regions A & B
California Department of Health Care ServicesNewborn Hearing Screening Program
Agenda Introductions Overview of the Newborn Hearing
Screening Program (NHSP) Goals of the NHSP/EDHI Tracking and Monitoring Challenges Who is Neometrics? Overview of the Data Management
Service Next Steps
California Department of Health Care ServicesNewborn Hearing Screening Program
DHCS Joleen Heider-Freeman, RD, Chief, Statewide Programs
Section Hallie Morrow, M.D., M.P.H., NHSP Medical Consultant Katherine Neto, Chief, Hearing & Audiology Services Unit Jennifer Sherwood, M.A., Audiology Consultant, NHSP Ursula Pareja, Contract Manager (Regions A/B) Deborah Hunt, Ph.D., CSUS
HCC Beth Lannon, Director, BA/NC HCC
Neometrics Bill Mince, Vice President Operations Joe Amato, General Manager Gena Curtis, Client Service Manager
Introductions
California Department of Health Care ServicesNewborn Hearing Screening Program
Agenda Introductions Overview of the Newborn Hearing
Screening Program (NHSP) Goals of the NHSP/EDHI Tracking and Monitoring Challenges Who is Neometrics? Overview of the Data Management
Service Next Steps
California Department of Health Care ServicesNewborn Hearing Screening Program
Established in 1998 by California Law as the Newborn and Infant Hearing Screening, Tracking and Intervention Act.
Requirements of the 1998 law: Every CCS-Approved general acute care hospital with
licensed perinatal services shall offer a hearing screening test using protocols approved by the State.
Expansion in 2008: The law was further amended to include: every
general acute care hospital with licensed perinatal services shall administer to every newborn, upon birth admission, a hearing screening test.
Overview of NHSP
California Department of Health Care ServicesNewborn Hearing Screening Program
Implemented in 2000 NHSP follows the national EHDI
guidelines Requires all hospitals with licensed
perinatal services and/or NICU to report to DHCS or designee
Overview of NHSP (continued)
California Department of Health Care ServicesNewborn Hearing Screening Program
Hearing Coordination Centers Unique to California Assures families are linked with services,
minimizing the number of babies lost to follow-up Regional support to all hospitals by:
• Providing technical assistance and consultation to hospitals in setting up and maintaining programs
• Certifying inpatient screening providers
• Collecting data
Overview of NHSP (continued)
Hearing Coordination Centers (continued) Tracking Infants
• Screening/rescreening
• Diagnostic services
• Notification of PCP
• Early Start referrals Quality assurance activities
• Monitor hospital screening and referral rates
• Provide feedback to hospitals
• Identify training opportunities Education and community outreach
California Department of Health Care ServicesNewborn Hearing Screening Program
Overview of NHSP (continued)
California Department of Health Care ServicesNewborn Hearing Screening Program
Agenda Introductions Overview of the Newborn Hearing
Screening Program (NHSP) Goals of the NHSP/EDHI Tracking and Monitoring Challenges Who is Neometrics? Overview of the Data Management
Service Next Steps
Why We Are Here
Why is Data Management Service (DMS) critical to the NHSP? Manual tracking system Expansion of the program HCCs databases Consolidation of requirements
Hospital insight Limited resources Mandatory fields Risk factors
California Department of Health Care ServicesNewborn Hearing Screening Program
1 – 3 – 6 Goals 1 month of age: hearing screening to all
newborns 3 months of age: diagnostic audiologic
evaluation to all newborns who do not pass the screening
6 months of age: entry into early intervention services, for newborns with hearing loss
Informational materials to families Results to primary care providers
Goals of the Program
California Department of Health Care ServicesNewborn Hearing Screening Program
DHCS to CDC Mandatory reporting required to the CDC
(Federal Centers for Disease Control and Prevention)
HCCs to DHCS Mandatory reporting to DHCS quarterly on all
activities including data reported by hospitals, as well as ad-hoc reports
Hospitals to HCCs Patient-specific demographic data Results of screens
Reporting Requirements
California Department of Health Care ServicesNewborn Hearing Screening Program
Hearing loss occurs more frequently than any other congenital condition
Negative consequences of late identification of hearing loss
Early identification and intervention by 6 months of age has shown to result in age-appropriate language development
Why We Screen
California Department of Health Care ServicesNewborn Hearing Screening Program
Agenda Introductions Overview of the Newborn Hearing
Screening Program (NHSP) Goals of the NHSP/EDHI Tracking and Monitoring Challenges Who is Neometrics? Overview of the Data Management
Service Next Steps
California Department of Health Care ServicesNewborn Hearing Screening Program
Difficulties when: Manually tracking and reviewing of records Tracking babies transferring to another
hospital Identifying babies not screened as inpatient Hospital monitoring screen and refer rates Reporting process
Current Reporting Challenges
California Department of Health Care ServicesNewborn Hearing Screening Program
Current system: In manual form, you are
unable to• Search• Report• Collate• Review
DMS Benefits: Hospitals get real-time
data on screen status Ad-hoc reports can be
generated by hospital users
Hospital users can generate work lists as needed
Hospital can monitor screener performance
Challenge: Manual Review of Data
California Department of Health Care ServicesNewborn Hearing Screening Program
Current system: Receiving hospital not
always aware of screen status
Receiving hospital not always aware if baby is in non NICU unit
Required to send in status reports for all transferred babies
DMS Benefits: Transfers are recorded as
they occur Hospitals are no longer
required to generate transfer reports
Real-time status is available for State, HCC and hospital users
Audit trail details the history of movement
Automatic action creation helps curb lost to follow-up
Challenge: Managing Transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
Current system: Hospital birth log is the
only mechanism that can be used to determine whether or not a baby has been missed
Easy to miss babies• No central collection
point for data
DMS Benefits: Reports can be
generated to reconcile birth log to the DMS data
Immediate ID of infants not screened
Challenge: Identifying Missed Babies
California Department of Health Care ServicesNewborn Hearing Screening Program
Current system: It is not possible to easily
determine screen and refer rates for a hospital.
DMS Benefits: Central data collection
point captures screen and refer rates.
Data can be used for QA for hospital staff to improve screening process
Data can be used for staff education
Challenge: Monitoring of Hospital Screen & Refer Rates
California Department of Health Care ServicesNewborn Hearing Screening Program
Current system: Hospitals are required to
report information via paper and FAX:• IRF• Weekly reports• Monthly report• Transfer Status Reports
DMS Benefits: Hospitals are no longer
required to report information via paper and FAX:• IRF forms • Weekly reports • Monthly report • Transfer Status Reports
Challenge:Reporting Process
California Department of Health Care ServicesNewborn Hearing Screening Program
Agenda Introductions Overview of the Newborn Hearing
Screening Program (NHSP) Goals of the NHSP/EDHI Tracking and Monitoring Challenges Who is Neometrics? Overview of the Data Management
Service Next Steps
California Department of Health Care ServicesNewborn Hearing Screening Program
Who is Neometrics? Leading provider of data management
software for Newborn Screening market In business since 1978 Acquired by Natus Medical in 2003 Staff has over 100 years experience in
the Newborn Screening market Working with NLM, HRSA and
government agencies to maintain compliance with state and federal initiatives
California Department of Health Care ServicesNewborn Hearing Screening Program
Neometrics ProductsState MSDS CMS iCMS EDT SRV FIM dCMS VRS Hearing
Alabama X X 2011 2011 2011 X X
Arizona X X X X
California X X
Delaware X X X X X X X
Louisiana X X X
Missouri X X
New Jersey X X X
New York X X X X X X
Oklahoma X X 2011 2011 X X X X
Oregon X X 2011 X
Tennessee X X X X X
Texas X X
Washington X X X X
West Virginia X
California Department of Health Care ServicesNewborn Hearing Screening Program
Agenda Introductions Overview of the Newborn Hearing
Screening Program (NHSP) Goals of the NHSP/EDHI Tracking and Monitoring Challenges Who is Neometrics? Overview of the Data Management
Service Next Steps
Overview will cover the following topics: Critical Information on Data Requirements
for Hospitals Help for Hospitals to select Data
Transmission Modes Brief review of DMS Functionality
California Department of Health Care ServicesNewborn Hearing Screening Program
Overview of the Data Management Service
Overview will cover the following topics: Critical Information on Data Requirements
for Hospitals Help for Hospitals to select Data
Transmission Modes Brief review of DMS Functionality
California Department of Health Care ServicesNewborn Hearing Screening Program
Overview of the Data Management Service
Infant last name Infant DOB Infant gender Infant birth order Screener name Screen type (right/left) Screen result (right/left)
California Department of Health Care ServicesNewborn Hearing Screening Program
Required Fields for All Infants
California Department of Health Care ServicesNewborn Hearing Screening Program
Hospitals will no longer be required to print the Infant Report Form (IRF)
Hospitals will no longer be required to submit the weekly transmittal form to the HCC
Hospitals will be phased-out of the option for faxing information to the HCCs as the system is implemented
The number of reports hospitals are now required to submit will be significantly lower
Reporting Requirements: What YOU Want to Know
California Department of Health Care ServicesNewborn Hearing Screening Program
Outpatient screening providers will continue to report screening results using the ORF
Diagnostic providers will continue to report diagnostic evaluation results using the DRF
OP and DX providers will continue to receive hard copies of IP screen results from the hospital
Reports will be faxed to the HCC at least weekly At this time, OP and DX providers will not have
access to the DMS
Outpatient and Diagnostic Providers
California Department of Health Care ServicesNewborn Hearing Screening Program
No new NHSP standards will be issued Policies and procedures will need to be
updated to reflect the new reporting procedures
HCCs will assist with this process
Standards, Policies and Procedures
Overview will cover the following topics: Critical Information on Data Requirements
for Hospitals Help for Hospitals to Select Data
Transmission Modes Brief review of DMS Functionality
California Department of Health Care ServicesNewborn Hearing Screening Program
Overview of theData Management Service
California Department of Health Care ServicesNewborn Hearing Screening Program
Computer Hardware and Software
The hospital is required to provide a PC with access to the DMS website
The hospital is responsible for configuring the interface for data transmission
Technical assistance will be provided
Equipment Requirements
California Department of Health Care ServicesNewborn Hearing Screening Program
Hospital Staff have access to a PC with Internet access to DMS website?
Screening Device Export capable? What Data Fields are captured?
Hospital HIS Able to send data after admission of newborn? Able to load result data from device? Able to send data after device upload?
Data Transmission Selection
Screening Device Export
• Cart Based Screening Devices
• ALGO 5, ABaer, and IHS screeners are capable of exporting to a local network location
• Contact the tech support group for your device manufacturer for more details
DeviceDevice Export
ModeIntermediary
SoftwareOutput
ALGO 5 Network / media n/a Hi-Track, XML
IHS Network / media n/a Hi-Track
ABaer/HSS Network / media n/a Hi-Track
A2e Media ADAM Hi-Track
A2e color Media ADAM Hi-Track
ALGO 3 Media ADAM Hi-Track
California Department of Health Care ServicesNewborn Hearing Screening Program
Screening Device Export
• Handheld Screening Devices
• Echoscreen and A3i devices require intermediary software to move data off of the devices.
• Contact the tech support group for your device manufacturer for more details
DeviceDevice Export
ModeIntermediary
SoftwareOutput
EchoScreen Manual Echolink Hi-Track
A3i Manual DUS Hi-Track
California Department of Health Care ServicesNewborn Hearing Screening Program
Data Transmission SelectionCan your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes No No No No No Manual
Yes Yes No No No NoSemi-Automatic
(Upload)
Yes Yes Yes No No NoSemi-Automatic (single, batch)
Yes No No Yes No NoSemi-Automatic
(EDT)
Yes Yes Yes Yes No NoFully Automatic
(batch)
Yes Yes Yes Yes Yes YesFully Automatic
(batch,HL7)
California Department of Health Care ServicesNewborn Hearing Screening Program
Transmission Mode: Manual
DHCS
Hospital
HearingScreener
INTERNET
Data Entry
DMS
HIS
FaceSheet
BirthLog
RiskFactors
• Demographic Data– Data entered into the DMS in the
manual demographic entry module• Hearing Result Data
– Data entered into the DMS in the manual hearing screening results module
• Risk Factors– Data entered manually
Can your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes No No No No No Manual
California Department of Health Care ServicesNewborn Hearing Screening Program
Transmission Mode: Semi-Auto (upload)
DHCS
Hospital
HearingScreener
INTERNET
Data Entry
DMS
HIS
FaceSheet
BirthLog
RiskFactors
Upload
Can your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes Yes No No No NoSemi-Automatic
(Upload)
• Demographic Data – Data entered into the DMS in the manual
demographic entry module• Hearing Result Data
– Uploaded from the device into the DMS• Risk Factors
– Data entered manually
California Department of Health Care ServicesNewborn Hearing Screening Program
Transmission Mode: Semi-Auto (single)
DHCS
Hospital
HearingScreener
INTERNET
Data Entry
DMS
HIS
FaceSheet
BirthLog
RiskFactors
Upload
Can your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes Yes Yes No No NoSemi-Automatic (single, batch)
• Demographic Data– Entered into the DMS in the manual
demographic entry module• Hearing Result Data
– Uploaded from the device into the DMS
• Risk Factors– Data entered manually
OR
California Department of Health Care ServicesNewborn Hearing Screening Program
California Department of Health Care ServicesNewborn Hearing Screening Program
Transmission Mode: Semi-Auto (batch)
DHCS
Hospital
HearingScreener
INTERNET
Data Entry
DMS
HIS
FaceSheet
BirthLog
RiskFactors
Upload
Can your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes Yes Yes No No NoSemi-Automatic (single, batch)
• Demographic Data– Entered into the DMS in the manual
demographic entry module• Hearing Result Data
– Uploaded from the device into the DMS
• Risk Factors– Data entered manually
ORFaceSheetFace
SheetFaceSheet
California Department of Health Care ServicesNewborn Hearing Screening Program
Transmission Mode: Semi-Auto (EDT)
DHCS
Hospital
HearingScreener
INTERNET
Data Entry
DMS
HIS
FaceSheet
BirthLog
RiskFactors
HL7 (ADT)
Can your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes No No Yes No NoSemi-Automatic
(EDT)
• Demographic Data– Transmitted to the DMS via HL7 ADT
message• Hearing Result Data
– Entered into the DMS Hearing Screening Result module
• Risk Factors– Data entered manually
California Department of Health Care ServicesNewborn Hearing Screening Program
Transmission Mode: Fully Auto (batch)
DHCS
Hospital
HearingScreener
INTERNET
Data Entry
DMS
HIS
FaceSheet
BirthLog
RiskFactors
Upload
HL7/ADT
Can your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes Yes Yes Yes No NoFully Automatic
(batch)
FaceSheetFace
SheetFaceSheetFace
Sheet
OR
• Demographic Data– Transmitted to the DMS
via HL7 ADT message• Hearing Result Data
– Uploaded from the device into the DMS
• Risk Factors– Data entered manually
California Department of Health Care ServicesNewborn Hearing Screening Program
Transmission Mode: Fully Auto (HL7)
DHCS
Hospital
HearingScreener
INTERNET
Data Entry
DMS
HIS
FaceSheet
BirthLog
RiskFactors
HL7
Can your screening device? Is the hospital HIS capable of:
Is there a PC with internet
access in your nursery?
Export data?
Capture required
demographic fields?
Sending admission
data? (ADT)
Loading screening
results from the device
Transmitting screening
data (ORU)
Your Transmission
mode
Yes Yes Yes Yes Yes YesFully Automatic
(batch,HL7)
• Demographic Data– Transmitted to the DMS via HL7
ADT message• Hearing Result Data
– Screening Results are transmitted to the HIS
– Screening Results are transmitted to the DMS via HL7 ORU message
• Risk Factors– Data entered manually
Overview will cover the following topics: Critical Information on Data Requirements
for Hospitals Help for Hospitals to select Data
Transmission Modes Brief review of DMS Functionality
California Department of Health Care ServicesNewborn Hearing Screening Program
Overview of the Data Management Service
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview - Functionality
Main DMS Tasks Data Entry Optimization Search Capabilities Daily Worklist Transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview - Functionality
Main DMS Tasks Data Entry Optimization Search Capabilities Daily Worklist Transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview - Functionality Data Entry Optimization
Mandatory Fields are clearly defined
Data Controls speed entry and promote data integrity
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview - Functionality
Main DMS Tasks Data Entry Optimization Search Capabilities Daily Worklist Transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality
Search Capabilities Search criteria allows users to
use wildcard searches Multiple criteria entry Multiple results are displayed to
refine selection options
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Search Capabilities
Data Grids support Pivot technology
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Search Capabilities
Data Grids support Pivot technology
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Search Capabilities
Data Grids support Pivot technology
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview - Functionality
Main DMS Tasks Data Entry Optimization Search Capabilities Daily Worklist Transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Daily Worklist
Staff uses DMS to view daily work list
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview - Functionality
Main DMS Tasks Data Entry Optimization Search Capabilities Daily Worklist Transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Transfers
DMS allows users to initiate transfers on-line
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Transfers
1-click functionality to accept transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Transfers
Minimal clicks required to accept transfers
California Department of Health Care ServicesNewborn Hearing Screening Program
DMS Overview – Functionality Transfers
Transfer Status screen replaces weekly status report
California Department of Health Care ServicesNewborn Hearing Screening Program
Agenda Introductions Overview of the Newborn Hearing
Screening Program (NHSP) Goals of the NHSP/EDHI Tracking and Monitoring Challenges Who is Neometrics? Overview of the Data Management
Service Next Steps
California Department of Health Care ServicesNewborn Hearing Screening Program
Hospital data transmission mode Communication within hospital Communication with NHSP (CSUS) Communication from Neometrics
Training Schedule Manuals Help line
Next Steps
Implementation HCC Pilot Statewide HCC roll out Pilot hospitals Statewide hospitals roll out
Implementation
Data collected through the County Vital Statistics cannot be used for the NHSP
That data is not available in the timeframe required by the NHSP to meet the goals of 1-3-6
Collection of NHSP data is time sensitive
HIPAA concerns
California Department of Health Care ServicesNewborn Hearing Screening Program
Other Questions
California Department of Health Care ServicesNewborn Hearing Screening Program
Thank you!